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OWA has two main views for the items that are in your Task List. The first view is called Tasks. This view shows you each item that was created as a task. For example, we created this item in the last movie; Expense Report. Here it is on the Task List. The icon for a task is a clipboard with a check mark on it and it looks just like this. The default view is called Flagged Items and Tasks, and this is new in this version of OWA. When I flag items in the other OWA applications, for example in my mailbox, they show up here on the list.
So when I'm flagging items, I am actually making them like quasi tasks. So here is my IT Budget and we flag this and meeting planning and we placed a flag on this. And those two items IT Budget and Meeting planning are both here on my Task List; IT Budget and Meeting planning. So this view is another one of those consolidated views or search views that is showing me information from different places. In this case, everything in the Tasks list and everything that is flagged anyplace else.
So if I want to say that I'd like to just see my items that are active, I can click the button and see the Active Flagged Items and Tasks. If I switch to Tasks, I can choose just Active Tasks. So the show buttons, which are really filters; All, Active, Overdue and Completed, work with whichever view you've chosen. Now here in the information viewer for tasks, red has a particular meaning. This was due yesterday and oh my! It's overdue now, so it's red.
This is due tomorrow, and this is due next week, check out the smart grouping Yesterday, Tomorrow, Next Week. So let's say that I actually go and complete this task. I can just check it off right here. Now it's no longer on the Active list, but when I click All, I can still see it and it is my only Complete task. Notice that it is Completed on Thursday, February 28th. I can't change easily when that's completed. Here it is and it's done, and the reason is that it's an email; there is no way for me to go back and say well, I actually worked on this yesterday.
So when you use the Task List and the Flagged Item and Tasks Lists here, you'll actually want to make sure that part of your work each day is checking off the things that you've done. Tomorrow I have an Expense Report; next week I have an IT Budget and these items remain on my list. Now if I delete an item from this list, Meeting planning for example, I'll get this Warning box. This is a dialog that I have never turned off in any version of OWA or of Outlook, because this is an important warning.
It's easy for me to forget that this item isn't really a task; it's an email message, that's what that icon shows me. And it says, if you delete this item, you're not getting rid of a task, you're deleting something out of your email folder; do you really want to do that? Whether I do or do not want to do this, I don't want to turn this message box off. If I'm willing to get rid of the email, too, I say Yes. If I'm not, I say No, and just simply leave this as Completed.
But what I never want to do is accidentally delete an email, because I flagged it in email and I delete it here. So what you'll want to do is make sure that as you're working in this view, you're clear about whether you're in the Tasks View or the Flagged Items and Tasks and you can tell what types of items you have based on the icon, the envelope, the clipboard or again the envelope here that tells me that those items really aren't living here in tasks, we're just seeing them here because of the view that we've selected.
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